Visitor Management System

Visitor Management

Streamline your check-in process and digitize visitor sign-in with Greetly by OfficeSpace, a security-minded way to manage visitors and deliveries.

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AI Canvas brings intelligence to every workflow inside OfficeSpace. It powers a team of workplace agents that automate planning, help employees connect and coordinate, and surface real-time insights, so you spend less time managing and more time leading.

Customize Check-ins

• ​Add unique colors, logos, fonts, workflows, questionnaires, and languages to your customizable visitor check-in.
• ​Build variations by visitor type in seconds.

Collect Photos, IDs & Signatures

• ​Take photos, scan ID badges, collect signatures.
• ​Upload custom NDAs and forms.
• ​Ensure compliance throughout your sign-in process.

Streamline Group Registrations

• ​Automate instructions to pre-register visiting groups in advance.
• ​Send customizable email instructions before they arrive on site.

Improve Your Visitor Experience

Send Employee Notifications

• ​Instantly notify employees when visitors and deliveries arrive via Microsoft Teams, Google, Slack, phone, text, or email.

Print Visitor Badges

• ​Provide badge printing with custom fields.
• ​Boost security for everyone on site.

Go Touchless

• ​Manage the check-in process via iPad or Android tablet kiosks.
• ​Facilitate contactless visitor registration with QR codes on a visitor’s mobile device.

Control On-site Access

• ​Limit visitor access to designated spaces.
• ​Manage emergency response operations.
• ​Require guests to sign waivers.
• ​Maintain building security with a few clicks.

Manage Emergency Responses

• ​Customize your emergency response and evacuation protocol.
• ​Notify and confirm visitors have reached safety during emergency situations.

Digital Mailroom Management

Check in Packages

• ​Scan packages, send notifications and reminders.
• ​Capture parcel photos.
• ​Create delegate rules for parcel pick up.
• ​Run reports.

Review Logs

• ​Inspect delivery lists.
• ​Automate employee reminders for package pick ups.

Assign Delegates

• ​Identify teammates authorized to retrieve packages on your behalf.
• ​Provide digital QR codes for easy pick up from mailroom teams.

Visitor Management Toolbox

• ​Pre-registration: Register visitors in advance via email & QR codes.
• ​Bulk check-in: Manage visiting group check-ins in bulk.
• ​Self check-in: Check in on iOS or Android kiosk tablets, or on a visitor’s own mobile.
• ​Predictive search: Find and notify host employees to guests with predictive search powered by HRIS integrations.
• ​NDAs, waivers & custom forms: Capture required signatures based on visit type (e.g., interview, contractor).
• ​Digital audit logs: Ensure compliance with timestamped reporting that’s easy to export.

Integrations

Work smarter with seamless integrations. Save time and boost adoption with a streamlined tech stack.

• ​Microsoft Office 365
• ​Teams
• ​Google
• ​Slack
• ​Workday directory sync
• ​Zoom

See It in Action

Discover how easy it is to manage deliveries, customize your visitor experience, and check in visitors.

Asset Management

Gives teams total visibility and control over every item in your facility—from laptops to large equipment—before costly breakdowns happen.

Desk Booking

Unlock easy ways to find and reserve optimal seats, automatically free up vacant desks, and enable desk lending to maximize utilization.

Scenario Planning

Create potential floor plans based on demand and capacity and share with stakeholders for collaboration and approval.

Room Booking

Reduce conference room conflicts with real-time availability and notifications.

Ready to Transform Your Office Experience?

OfficeSpace helps companies save costs, sustain teams, and optimize spaces with fast implementation of an intuitive platform and 24/7 live support.

• ​35 Day Implementations
• ​SOC-2 AICPA Certified

Real Talk from Real Users

"Greetly by OfficeSpace is an excellent receptionist tool. Fast, effective, and really easy to use. It allows us to have something at the front desk without needing an actual receptionist.”

Operations Lead, Event Services

"Greetly by OfficeSpace helped reduce our overhead costs since it handles visitors logging, document signing, pre-registrations, host notifications, and many more! Having worked in IT for more than 10 years, I am quite meticulous when new software is rolled out in our infrastructure. However, Greetly, a visitor management system, greatly exceeded my expectations and is definitely worth its weight in gold as it helped reduce our overhead costs!"

Head of IT, Small Business

"Solid solution for visitor management. Greetly by OfficeSpace is easy to set up and use and integrates into other APIs easily, too. The pricing is simple to understand, and they allow unlimited users. Plus it's very secure. Reports are easy to pull, and everything is in the cloud.”

President, Small Business

“Our favorite thing about Greetly by OfficeSpace is that, quite simply, it saves us money. It produces less friction for our clients and visitors and gives them a professional, easy reception experience. We absolutely love this visitor management solution.”

Facility Manager, Higher Education

“OfficeSpace has robust guest and visitor management capabilities with its addition of Greetly visitor management.”

Space Planner, Biotechnology

FAQ

What is a visitor management system?

A visitor management system is software that front office or reception teams use to enhance guest, visitor, and employee experience. By migrating from pen-and-paper or spreadsheet-based systems to manage visitors and guests, teams can better control access, enhance security, and improve the visitor experience in a building or facility.

How does a visitor management solution work?

Visitor management systems generally support a front desk or reception area with a digital way to check in visitors and deliveries, notify employees, collect visitor information, and provide compliant reporting. Often visitors use the system on a mobile device—either provided by the office or accessed on their personal mobile. Once on site, visitors are required to complete a variety of questions, provide basic contact information, and may be asked to provide a photo, badge ID, or more. Some industries require visitors to sign NDAs or custom forms when arriving on-site. Effective visitor management systems allow organizations to capture vital contact information of visitors digitally, and then audit who was on-site, ensuring total security and compliance for building and facility protocol.

What are the benefits of visitor management software?

Visitor management software contributes to a positive hybrid workplace environment by streamlining the process of visitor check-in at the modern reception desk. It allows front office teams to focus on higher-value activities without sacrificing on-site security. Because there is much greater variance in on-site activity and presence in today’s offices, visitor management software also allows hybrid teams to do more with less. They can reduce or reinvest receptionist labor to manage visitor check-ins by using intuitive digital kiosks that guide guests through custom workflows to ensure all vital information is captured.

In the realm of facility management, visitor management software helps facility managers monitor and control access points effectively, integrating with other building management systems to ensure efficient operation of the facility.

How can a visitor management system help an organization?

Overall, visitor management systems improve operational efficiency, reduce costs, and improve organizational reputation.

What challenges does visitor management software help to solve?

Visitor management software can help reduce security risks like unauthorized access to an office. Some facilities must comply with various regulatory requirements, including data protection laws and health and safety regulations.

Visitor management software can also help ensure that all visitors are accounted for in emergency situations and that their information is handled in a compliant manner, reducing potential liability for organizations.

How do you handle visitors in an office?

To handle visitors in an office effectively, implement a visitor management system (VMS) that streamlines check-ins through touchless kiosks or mobile devices. Ensure best practices for security and safety are followed by collecting detailed visitor information, including contact information, photos and signatures, and issuing printed badges for easy identification. Limit visitor access to designated areas, and notify employees immediately upon visitor arrival. Integrate emergency response protocols and maintain digital logs to audit and manage visitor data, enhancing both security and compliance.

What is a visitor management procedure?

A visitor management procedure involves several steps: pre-registration, digital check-in upon arrival, collection of photos and signatures, badge printing, and instant notifications to the host. It can also include access control and compliance with safety protocols, ensuring a secure and efficient visitor experience.

Workplace Management Solution for the Built Environment

Desk Booking

Make every desk easy to find and worth the commute with flexible, user-friendly desk booking that removes the guesswork around workplace attendance.

Room Booking

Find a room. Walk in. Get to work. Cut down on empty space and scheduling conflicts with automatic check-in, release, and real-time room status—no taps, no friction.

Asset Management

Be the hero of your workplace with the platform that gives you total visibility and control over every item in your facility—from laptops to large equipment—before costly breakdowns happen.

Workplace Announcements

Send timely, relevant updates to the people who need them—based on where they are and when they’re in—and be heard loud and clear.

Get More from Your Space, and Connect the People in It

With intuitive tools to plan spaces, coordinate in-office days, manage desks and rooms, and optimize real estate portfolios—all in one platform for modern work.